How to Write a Leave Letter for School, Work, or College (With Examples)
| Type of Leave Letter | Purpose | Example Usage |
|---|---|---|
| School Leave Letter | To request absence from school | Application for sick leave to the principal |
| Office Leave Letter | To get time off from work | Leave request for personal reasons to manager |
| Parental Leave Letter | Parents requesting leave for their child | Mother writing to class teacher for child’s illness |
What Is a Leave Letter in English?
A leave letter is a formal or informal written request for absence. People write it to ask permission for being away from school, college, or the workplace for reasons like illness, events, family emergencies, or travel. Learning to write a leave letter improves your English writing and is useful in real life and in exams.
Importance of Leave Letters
Leave letters are important for clear communication and official permission. Writing a proper leave letter shows respect for rules and responsibility. In schools and offices, these letters help record absences, keep things organised, and maintain trust. They are often required for attendance or salary calculations and help avoid misunderstandings.
Basic Leave Letter Format in English
Understanding the structure of a leave letter helps you write clearly. A standard leave letter follows this format:
- Sender’s Address and Date
- Recipient’s Address
- Subject (Reason for Leave)
- Salutation (e.g., Respected Sir/Madam)
- Body (State reason, duration, additional details)
- Polite Closing and Signature
| Part of Letter | Details | Example |
|---|---|---|
| Heading & Date | Your address and the date you write the letter | 12 Park Street, 30 June 2024 |
| Recipient Address | To whom the letter is sent | The Principal, ABC School |
| Subject | Short reason for leave | Leave for Two Days Due to Fever |
| Salutation | Polite greeting | Respected Sir |
| Body | Main content: reason, duration, request | I am sick with fever. I need two days leave. |
| Closing | Polite end line | Thanking you, Yours obediently |
Sample Leave Letter for Students
Here is a simple example for a school student who needs sick leave. You can adjust the reason and days as needed.
12 Park Road,
Mumbai
30 June 2024
To
The Principal,
ABC Public School
Subject: Leave Application for Two Days
Respected Sir,
I am not well and suffering from fever. Kindly grant me leave for two days from 1st to 2nd July 2024 to recover. I will catch up on all lessons missed.
Thanking you,
Yours obediently,
Rahul Singh
Class 6A
Sample Leave Letter by Parents for School
Parents may write on behalf of their child. Here is an example:
45 New Avenue,
Delhi
30 June 2024
To
The Class Teacher,
XYZ International School
Subject: Leave for My Daughter’s Medical Check-up
Respected Madam,
My daughter, Priya Sharma of Class 4B, needs a leave of one day on 1st July 2024 for a scheduled medical check-up. Please allow her absence from school.
Yours sincerely,
Sunita Sharma
(Mother of Priya Sharma)
Sample Leave Letter for Office
For professionals or employees, the tone is formal. Here is a short template:
From: Rakesh Verma
Date: 30 June 2024
To: The HR Manager
Subject: Leave Application for Family Emergency
Dear Sir,
I request leave for three days, from 1st to 3rd July, due to a family emergency. Please approve my absence during these dates.
Thank you,
Rakesh Verma
Tips to Write an Effective Leave Letter
- Keep the letter short and clear.
- Mention the exact dates of your leave.
- Be polite and respectful in tone.
- State your reason honestly and simply.
- Use correct spelling and grammar.
- Add contact details if follow-up is needed.
- Sign the letter (requires parent’s sign for school children).
Common Reasons for Leave Letters
People write leave letters for many reasons. Here are some common ones:
- Sick leave (fever, cold, injury)
- Family event or function
- Exam preparation
- Urgent travel
- Religious ceremony
- Personal reasons
Leave Letters: Formal vs Informal
Formal leave letters are used in schools, colleges, and offices. They use a polite tone and complete format. Informal letters can be used for friends or family. Always use the format required by your teacher or office and avoid using slang in official letters.
When and Where to Use a Leave Letter
Leave letters are needed for school, college, office, or any place that records attendance. Good leave letters help in exams, official situations, and even daily communication. Practising this writing skill will improve your English language and make you more confident.
Internal and Helpful Links
For more letter-writing tips and examples, explore these Vedantu pages:
- Formal Letter
- Letter Writing
- Application for Full Fee Concession in School
- Letter to Principal
- Leave Application for School from Parents
- Informal Letter
- Permission Letter for School
- Application to Bank Manager
- Application for Teacher Job
- Notice Writing
- Essay Writing
A leave letter in English is a simple yet important part of communication for students and professionals. It helps you request time off, practise polite writing, and increases your English proficiency. Use the steps and examples above whenever you need to write a leave letter. Vedantu ensures you always have the right templates and guidance.
FAQs on Leave Letter in English: Format, Samples & Writing Guide
1. What is a leave letter in English?
A leave letter is a formal or informal written request for absence from school, work, or another institution. It explains your reason for absence and the duration of your leave. Leave letters are crucial for maintaining good communication and obtaining permission for absence.
2. How do I write a leave letter for school?
To write a school leave letter, follow a clear format. Start with your name, class, and date. Address it to your teacher or principal. State your reason for absence and the duration (e.g., number of days). End with a polite closing and your signature. Consider using a leave letter template for guidance.
3. Can you give a sample leave letter for office?
A sample office leave letter might begin: 'Dear [Manager's Name], I am writing to request a leave of absence from [start date] to [end date] due to [reason]. I will ensure all urgent tasks are completed before my leave. Thank you for your consideration.' Remember to follow your company's specific leave letter format.
4. How do I request a 1 day leave?
For a one-day leave, keep your leave letter concise. Clearly state the date of your absence and your reason (e.g., illness, appointment). A brief, polite request is sufficient. Use a professional tone for office leave and a respectful tone for school.
5. What is the best format for a leave letter?
The best leave letter format includes: Your details (name, class/position), the recipient's details, date, subject line (Leave of Absence), the reason for leave, the duration, a polite closing, and your signature. Consider whether a formal or informal style is appropriate.
6. How should parents write a leave letter for their child?
Parents should write a leave letter for their child stating the child's name, class, and the reason for absence. Include the dates of absence and a contact number. Maintain a polite, formal tone and address the letter to the teacher or principal. A sample leave letter for school from parents can be found online.
7. What tone should I use in a formal leave letter?
A formal leave letter requires a professional and respectful tone. Avoid slang or informal language. Use polite phrases like 'I request' or 'I would be grateful if'. Maintain a courteous and concise style throughout the letter. Ensure your grammar and spelling are accurate.
8. Are there language differences in leave letters across English-speaking countries?
While the core structure of a leave letter remains consistent, slight variations in phrasing and formality may exist across English-speaking countries. The level of formality often depends on the relationship with the recipient and organizational culture. Using standard English is usually sufficient.
9. Can I send a leave letter via email or WhatsApp?
You can send a leave letter via email or WhatsApp, but check your school or workplace policy first. Email is generally preferred for formal settings. If using email, ensure your email follows the correct professional format and maintain appropriate tone.
10. What if I forget to sign my leave letter?
Forgetting to sign your leave letter can impact its validity. A signature shows authenticity. If possible, rectify this immediately by resubmitting a signed copy. If this isn't possible, follow up with a phone call or email to your teacher or manager, explaining the situation.
11. How is a leave letter different from a regular absence application?
A leave letter is typically more formal and detailed than a regular absence application. It usually requires a written request, clearly stating reasons and duration. An absence application may be simpler, perhaps just a form to fill in. However, your institution may use the terms interchangeably.
12. Do digital leave letters require attachments?
Digital leave letters usually don't require attachments unless specifically requested. The letter's content should be complete within the email or message itself. However, if your organization requires supporting documentation (like a medical certificate), attach it as needed.
